Simplified Overview: “How to Save Money by Taking Control of Property Management”
Headline for a Broader Audience:
Are you tired of losing money on property management?
Small landlords are going out of business because of rising costs from apps and third-party managers. But here’s how you can lower costs and take back control with your own in-house system.
Overview:
Commercial property management apps charge per unit and siphon data to train their AI models. Third-party managers take a big cut to handle your tenants, leaving you with little control over your data or your costs. With an in-house property management system, you can:
- Lower costs by avoiding ongoing subscription fees.
- Keep your data private and use AI models tailored to your business.
- Take control of tenant communication, payments, and maintenance, all on your own terms.
Solution Summary:
We propose developing a simple, in-house system using Kotlin (backend), Vue.js (frontend), and MongoDB or PostgreSQL for database management. The system would allow tenants to pay rent, submit maintenance requests, and communicate directly, while integrating basic AI to automate routine tasks like reminders, maintenance scheduling, and tenant inquiries.
Detailed Appendix
1. Why In-House Property Management Makes Sense
| Option | Cost | Privacy | Customization | AI Utilization |
| AppFolio (or similar) | $1–$3/unit/month + fees | Limited | None | Uses your data for their AI |
| Third-Party Property Managers | 8–12% of rental income | N/A | None | None |
| In-House Custom Solution | Initial development + hosting (~$1,500/year) | Full control | Fully customizable | Private AI model for your use |
2. System Features
- Tenant Portal: Online rent payments, maintenance requests, lease renewals.
- Landlord Dashboard: Financial reporting, tenant management, task tracking.
- AI Component:
- Chatbot: Automatically respond to tenant inquiries (e.g., “When is my rent due?”).
- Maintenance Triage: Prioritize requests (e.g., leaking pipe > creaky door).
- Expense Analysis: Identify cost-saving opportunities in utilities and repairs.
3. Cost Breakdown
Initial Development Costs:
| Component | Description | Cost |
| Backend (Kotlin) | Server-side logic for tenant management | $3,000–$5,000 |
| Frontend (Vue.js) | Tenant and landlord user interfaces | $2,000–$4,000 |
| Database (MongoDB) | Tenant records, maintenance logs, etc. | Free–$50/month (hosted) |
| AI Integration | Custom models or open-source tools | $1,500–$3,000 |
Ongoing Costs:
| Expense | Description | Annual Cost |
| Hosting (AWS/Google) | Cloud servers for web app | $200–$1,200 |
| Maintenance | Bug fixes, updates, feature improvements | $1,000–$2,000 |
| Electricity/Hardware | If self-hosted, additional infrastructure costs | ~$500 |
4. Outsourcing Development
To reduce upfront costs and development time, you can hire developers on a per-component basis.
| Component | Who to Hire | Cost Range |
| Backend Development | Freelance Kotlin developers | $25–$50/hour |
| Frontend Development | Vue.js developers | $20–$40/hour |
| AI Integration | Machine learning specialists | $50–$100/hour |
Steps for Outsourcing:
- Break Down Components: Clearly define the functionality of each part (tenant portal, landlord dashboard, AI).
- Hire Specialists: Use platforms like Upwork or Fiverr to hire experienced developers for each piece.
- Integrate Components: Combine all pieces into a single, cohesive system.
5. Cloud vs. Self-Hosting: Pros and Cons
| Hosting Option | Pros | Cons |
| Cloud (e.g., AWS) | Scalable, no hardware needed | Recurring costs |
| Self-Hosting | Full control, no ongoing fees | Requires setup, maintenance |
Conclusion:
Building your own property management system is a cost-effective and scalable solution for small landlords. Not only does it save money, but it also ensures your data remains private and works for you, not for third-party providers. By integrating AI and custom tools, you can streamline operations while enhancing tenant satisfaction.
If you’d like to explore this further, we can provide a detailed implementation plan or assist in connecting with developers.
This was from a back-and-forth I had with ChatGPT